‍What is your role:

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We are in search of a Studio Administrator to become a part of an acclaimed AJ100 firm. Your role will encompass comprehensive administrative assistance, which involves collaborating with others to create expressions of interest, pre-qualification questionnaires, and pitches. You'll also handle various general administrative duties and provide reception coverage when necessary.

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This is a busy and varied role. The successful candidate must be proactive and methodical, with the ability to work closely alongside others and to prioritise work to tight deadlines.

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You will be reporting to Directors, associate directors, associates and senior administrative support/bid coordinator.

Job purpose

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Provide full support to project teams under the direction of the team leader

Job description:

• assisting and supporting project teams in all project administration
• reviewing documents created by others to ensure spelling, grammar, layout, branding and formatting are correct
• printing and binding documents, reports, submissions etc.
• updating and maintaining project and contact information on the company’s database
• filing documents and emails in Newforma
• compiling expressions of interest, pre-qualification questionnaires and pitches in association with others
• organising travel arrangements for colleagues and logging information
• reception cover as required, answering all reception calls in a polite, professional, welcoming manner, transferring calls, taking message
• ordering office supplies and couriers as necessary
• assisting with arranging office functions and excursions

‍Skills and profile:

• in-depth knowledge of general office software, intranet, and administration systems
• knowledge of relevant presentation software (Affinity Publisher) and capability to learn new applications
• knowledge of and ability to operate typical extranet systems for uploading project information
• time management and organisational skills, ability to prioritise work and perform under pressure to tight deadlines
• ability to remain calm and helpful, giving support across all members of project teams
• professional and cooperative attitude, delivery, and telephone manner
• self-motivated with the ability to use initiative and work unsupervised, and switch quickly between tasks as workload demands
• excellent grasp of English language with the ability to check grammar and spelling
• ability to participate and become an active member of project teams
• understanding  of architecture and interior design and the sectors across which the practice operates

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Why work here:

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Distinguished as pioneers of employee ownership, the practice operates as a trust for the collective advantage of all members within the firm and notably profits are distributed among all employees annually. Acknowledged for their dedication to employee well-being, they were recently awarded the title of Architectural Employer of the Year.

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The practice organise weekly gatherings that unite the entire team to showcase ongoing projects, coupled with monthly practice briefings. Active participation in softball and five-a-side football matches against fellow London practices, complemented by regular yoga sessions and a lunchtime running club. Bi-monthly, the team hosts an in-house practice lunch prepared collectively by all staff members.

An exciting opportunity has come up for the position of Group Finance Manager at a renowned Architecture firm, recognised globally for it's award-winning designs.

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Reporting directly to the Chief Financial Officer, the Group Finance Manager will oversee the management of the Group Accounts Receivable and Payable team. The main responsibilities of this role involve maintaining precise financial records across the group's ledgers and ensuring a strong control framework is upheld.

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This top-ranking AJ100 listed practice is currently offering a 12-month fixed-term contract, with the possibility of a permanent position.

Key areas of responsibility

• Manage the month end processes to ensure all entries are processed in line with required timetable
• Review production reports for any financial adjustments required
• Prepare monthly financial information for CFO
• Prepare annual statutory accounts
• Manage external audit
• Manage accounts receivable and payable team and set targets to achieve goals set by CFO
• Review monthly payroll

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‍Skills required as Group Finance Manager

• Professionally qualified ACA or ACCA minimum
• Strong technical knowledge
• Knowledge of FRS and Group Consolidations
• Advanced Excel skills
• Knowledge of Sage 200 advantageous     

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This is a great opportunity for Assistant Office Manager / Studio Coordinator.  We are shortlisting talented and friendly Office / Studio Coordinators for young and ambitious Architecture firm in London.  The company specialises in luxury residential projects, overseeing the entire process from initial design to final execution.

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As the Assistant Office Manager / Studio Coordinator, you need to have strong organisational skills and display a enthusiasm and eagerness to contribute to the team's success. Assisting and learning as you go within a successful Architecture and Property firm.

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Ideal candidate will have minimum 6-12 month's administrative experience within a similar industry – creative sector!

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Key Responsibilities:

• Creating and sending pre-pitch and post-pitch correspondence
• Developing and overseeing company templates and stationery
• Managing contacts using a contacts database or Excel spreadsheets
• Handling email responses and inquiries
• Supporting client reporting tasks
• Conducting phone-based follow-ups with potential clients as necessary
• Managing suppliers by creating trade accounts.
• Helping with the production of marketing materials.
• Assisting with website upkeep and acquiring project materials.
• Maintaining and updating the company's CRM software and computer databases  

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Knowledge, Skills, and Experience

• Minimum 1-year relevant experience and degree qualified
• Strong knowledge of Excel
• Excellent communication skills and confidence in client interactions.
• Proficient in organisational and reporting skills. 

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This is a unique opportunity to join an international consultancy that is engaged in meaningful work that makes a tangible difference, particularly in the field of humanitarian efforts.

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As an Projects Administrator, you will be providing support to the Explosives Engineering Services team that are involved in a range of tasks relating to landmine and bomb detection and clearance, both in the UK and internationally.  

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In addition to exciting and meaningful work, there are great prospects for rapid progression and promotion which would also be reflected in a salary increase.

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Working 2 days from home and 3 days in the office, my client offer flexibility and flexible working hours.

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The role duties:

• Prepare and proof read reports and proposals
• Assist operations coordinator with logistics and project personnel
• Record and maintain equipment and documentation such as CV’s, qualification certificates and create personnel files
• Take care of travel arrangements for contractors and staff such as hotel bookings, flights and other relevant information and forms
• Update staff schedules and project information and prepare contract templates for review by project managers
• Provide Health and Safety office admin for the team and complete H&S audits for client and office provider (if necessary)
• Other ad hoc administrative duties

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‍About you:

• Have strong organisational skills with PA /Office Management / Secretarial background
• Excellent communication skills, both written and verbal
• Time management, able to prioritise workload accordingly
• Understanding of Project Administration is very important
• Solid understanding of Office 365 applications

Are you an enthusiastic, organized, and motivated individual with a passion for providing exceptional support? Our client, an award-winning Chartered Architectural and Interior Design practice, is currently seeking an experienced Personal Assistant / Executive Assistant to provide comprehensive assistance to the studios' three Partners.

With over 30 years of experience, the studio has grown to include more than 60 talented individuals who thrive on strong leadership, sound financial management, collaborative partnerships, and consistent performance. Additionally, they boast an excellent working environment, with genuine support in relation professional development as well as employee well-being.

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Duties and responsibilities include:

• diary management
• travel arrangements
• day-to-day arrangements for both parties, including meetings, restaurant reservations and personal appointments
• answering and filtering calls and emails, liaising with clients and suppliers, welcoming visitors and being the first point of contact for both
• preparing pitch documents and portfolios in InDesign
• assisting in responding to requests for proposals/information (PQQs/EOIs, tenders, proposals, presentations)
• supporting the partner and the head of business development in identifying and researching relevant business opportunities
• coordinating meetings with potential clients and assisting with following up and tracking
• assisting the wider hospitality and commercial team with occasional tasks
• organising team outings
• being an intrinsic part of the practice’s‘ admin team’, covering and helping when and as needed
• liaising with the PR consultant, at the direction of the head of business development, and assisting in administrative duties for the PR team
• liaising with the head of social media and the team and offer support as needed
• assisting in the development of the business’s brand, while liaising with the relevant key people
• supporting the company’s website designer in updating projects and materials
• assisting in the creation of marketing materials and documents where necessary

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The ideal candidate will possess:

• excellent organisational skills and the ability to coordinate multiple projects
• excellent verbal and written communication skills, well-spoken, courteous, and articulate
• collaborative ethos
• a passion for design, art, and the creative world
• command of Microsoft Office (Word, Excel) and Adobe InDesign
• the ability to act with discretion at all times
• intuition and the ability to free think and act with confidence
• flexibility and adaptability
• a positive and supportive attitude with a problem-solving mentality

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Working Hours are 9:30 am to 6 pm, with the possibility of working one day from home.

Are you a self-starter with a passion for human resources? This acclaimed, multi-disciplinary practice is seeking an HR Manager to join their dynamic and successful team.

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The practice is an industry leader, providing a cohesive suite of architecture, interior design, landscape architecture and visualisation services both in the UK and internationally. Much of their success has stemmed from their commitment to fostering a supportive and thriving work environment, as evidenced by multiple awards including AJ100 Employer of the Year as well as being consistently placed on The Sunday Times’ Best 100 Small Companies to Work For list.

Key Responsibilities:

• Advise and assist the Directors on HR best practices, policies, procedures, and employment legislation.
• Provide support and consultation on employee relations issues, managing them professionally and promptly alongside the Directors.
• Review and update HR policies, procedures,employee handbook, contracts, and intranet to align with evolving requirements.
• Oversee recruitment processes and ensure accurate updates to job descriptions and role matrices.
• Manage and distribute all HR correspondence effectively.
• Maintain comprehensive employee files, ensuring confidentiality and compliance.
• Supervise company inductions, work experience programs, and apprenticeship initiatives.
• Coordinate staff appraisals, staff circles, and associated outcomes.
• Oversee and coordinate training programs, including CPDs, technical, and management training.
• Support the BCorps Certification process and provide relevant people information for external surveys and client bids.
• Manage the sponsorship process for overseas workers.
• Lead Diversity and Inclusion and Well-being initiatives.

Qualifications, Experience, and Skills:

• Proven experience as an HR Manager at both strategic and operational levels.
• CIPD qualification is preferred.
• Excellent interpersonal skills with a talent for building and maintaining positive working relationships.
• Strong administrative abilities with impeccable organization and attention to detail.
• Adaptability and flexibility in a dynamic work environment.
• Proficient in Microsoft Office, HRIS, and Excel.
• Solid understanding of UK Employment Law.
• Up-to-date knowledge of diversity and inclusion and well-being best practices.

This is a great opportunity to join the Membership division of a globally recognised, member-based organisation based in Bracknell, Berkshire. The organisation plays a key role in the construction and sustainability sectors, offering a wide range of services to help companies improve the design, build and operation of buildings.

The Role

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You will play a key role in the retention and growth of the association’s members, which include UK and International consulting engineers, contractors, manufacturers and architects.

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‍Responsibilities

• Support the Membership Manager with membership recruitment and retention strategy to achieve the membership revenue targets.
• Conduct online research to find and assess potential new members.
• Simplify competitor analysis for targeted development activities.
• Call and follow up with leads to recruit new members successfully.
• Create customized recruitment proposals
• Attend and participate in trade shows/exhibitions to generate new business and gain industry insights
• Establish and maintain connections with members to encourage the use of membership services through different communication channels.
• Hold frequent meetings with members to find and cultivate cross-sales possibilities, such as sponsorship.
• Assist the Membership Manager with organizing digital events to engage members on a regular basis.
• Take part in the yearly renewals’ procedure, guaranteeing precise and effective collection
• Collect feedback and ideas from members to improve the membership package with new offerings.  

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Qualifications

• Consultative selling and business development skills (essential).
• Experienced in corporate membership environment (desirable).
• Knowledge of the built environment (desirable).
• Proven commercial acumen.
• Excellent communication skills, both written and spoken.
• Presentation skills.

Benefits

• Pension Scheme
• Life Assurance 4x Annual Salary
• 26 Annual Holidays + Bank Holidays
• Employee discount voucher benefit portal
• Company Sick Pay
• Compassionate Leave
• Ride to Work Scheme
• Bounty Scheme (referral program)
• Christmas Shutdown period
• Free car park
• Electrical Vehicle Charging
• Employee well-being: Employee Assistance Programme 24/7 ‍‍

The practice is based in North West London offering big open plan working space for 20 plus talented Architects and Designers.  The owner has won Architect of the Year 2022 and the practice has been short listed for many awards.

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The current Practice Manger is leaving to pursue other interests and the practice is now actively looking for experienced Practice Manager / Office Manager to take over from already existing procedures and take ownership of the day to day running of the studio.

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The role oversees the below key main areas:

• Running and managing day to day general office
• Administration including PA duties to the owner
• HR, including recruitment, on boarding and coordination of staff

Ideal candidate:

• Will have background and knowledge of the Creative Sector (Architecture, Interiors, Graphic Design, D&B)
• Minimum 5 years experience working as a Practice Manager / Studio Manager
• Have excellent organisational skills as sometimes it gets crazy
• Strong attention to detail and positive disposition    

This is a full time onsite position.

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Salary guide for this is between £40-55K

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An exciting opportunity has arisen for an Assistant Management Accountant to join an International Architecture Practice in Winchester. The company boasts a friendly and professional team of over 200 employees, with 40 talented team members based in the Winchester office. As a member of this team, you'll benefit from the office's close-knit and supportive culture, while also having the chance to collaborate closely with senior colleagues.

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What's more, this role offers exposure to the company's international network, giving you the opportunity to work and liaise with colleagues from offices across Europe and Latin America. This is an excellent chance to broaden your professional horizons and gain valuable experience in a dynamic and fast-paced environment.

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The Role

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You will be supporting the Financial Controller as well as working alongside the other members of the finance department. You will be responsible for a variety of tasks, including issuing monthly sales invoices and assisting in the production of timely and accurate management accounts for reporting to the board.

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In addition, the company offer generous hybrid working where you can work up to 3 days per week from home.

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Job Responsibilities

• Assisting in the production of accurate monthly management accounts for both UK companies, and the Irish company.
• Completion of key monthly balance sheet reconciliations across the three entities.
• Posting of journals including accruals, prepayments & deferred income.
• Assisting with the calculation and updating of group-wide staff grade rates and charge out rates.
• Assist in the annual forecast and budget setting process.
• Assisting with the external audit process, working with the Financial Controller to provide company auditors with the information required.
• Assist in the production of cost reports to non-finance budget holders and shareholders.
• Supplying cover to the rest of the finance department when necessary.
• Month-end meeting with Financial Controller & CFO.    

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Ideal candidate skills

• Working towards AAT / ACCA / CIMA
• Experience of assisting in the production of Management Accounts
• Good Microsoft Excel skills – Minimum pivot table and look ups
• Confident verbal and written communication skills
• Good team working skills and a positive, pro-active attitude
• Ability to plan, prioritise and organise own workload with established timescales      

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This is a great opportunity to join a leading non-profit, membership-based association based in Bracknell, Berkshire. The organisation plays a key role in the construction and sustainability sectors, offering a wide range of services to help companies improve the design, build and operation of buildings.

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The Role

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Reporting to the Marketing Performance Officer, your role will be assisting with day-to-day key responsibilities such as, organising logistics around promotional campaigns, trade exhibitions and other business events. Contributing to sales lead generation, sales reporting and relevant market research. As well as supporting company sales representatives and customers with products information. You will also be supporting social media activities, website updates and other day to day administrative tasks.

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Exciting work you will do:

• Oversee the day-to-day delivery of the sales and sponsorship agreements with 3rd parties. Supporting the Head of Marketing in analysing their effectiveness and proactively proposing new ventures and concepts in this field.
• Responsible for the day-to-day delivery of required services optimising the use of staff and resources.
• Distribute sales leads from the website and campaigns to the relevant departments.
• Generate interest by contacting relevant target groups.
• Verifying, uploading and updating customer records within CRM
• Receiving and processing purchase orders
• Issuing sales transaction invoices
• Prepare weekly status reports for the marketing dept (including social media)
• Collate customer feedback and produce a monthly report to show key learnings
• Project planning of events under the supervision of the Head of Marketing
• Progressing events from conceptualisation to the implementation phase
• Ensuring successful execution of the plan
• Taking responsibility of all administrative work and logistics related to the successful delivery of the events and exhibitions.
• Assist the marketing team with digital contents for events update on various social media platforms.
• Managing participants signing up process, ensuring the venues / platform capabilities are respected.
• Creating and maintaining records related to the delivery and follow up of the events

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‍To be successful in this role you will possess the following Experience, Skills and Knowledge:

• Educated to A level or higher
• Experience in an administrative/logistics role
• Event experience desirable
• Willingness to travel both nationally and internationally
• Exceptional organisational skills with ability to multitask
• Structural thinking and analytical skills
• Excellent communication skills
• Good verbal and written skills
• Excellent administration skills
• Customer service orientation
• Proficient with Microsoft Office packages (Word, Excel & Outlook)

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What our client can offer;

• Informal Hybrid Working may be available after confirmation and based on the role
• Pension Scheme
• Life Assurance – 4 times annual gross reference salary (after confirmation)
• 26 Annual Holidays (pro-rata) and additional Bank Holidays
• Company Sick Pay (after confirmation)
• Compassionate Leave
• Ride to Work Scheme
• Bounty Scheme (referral program)
• IFA visits/Pension Clinics
• Christmas Shutdown period (nominated Annual Holidays)
• Free car park on a first come first serve basis
• Electrical Vehicle Charging points in the car park
• Employee wellbeing: Employee Assistance Programme (24/7 confidential service)

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Wonderful opportunity with an award-winning Architecture Practice based in London, with 300 users across 3 sites.

My client is looking for an Associate ready for the next step, or a Head of IT who is equally comfortable contributing to company management meetings as they are rolling up their sleeves to configure or troubleshoot a new infrastructure component.

To be successful in this role you will have a proven track record of technical knowledge, budget management, analysis and data production as well as IT road map development. Architecture / Creative industry sector experience highly desirable.

The Role highlights:

• Managing Active Directory and either Exchange or o365 environments
• Extensive Experience in Windows server and Microsoft SQL (administration)
• Management of a structured IT team, conducting regular meetings and carrying out annual reviews.
• Understanding of security and business continuity solutions and best practices
• Ideally experience within a company operating out of multiple locations and the importance of cross site collaboration.
• Experience of leading projects including the hands-on rollout of various IT technology products and infrastructure

Responsibilities

• Global Network monitoring and management.
• Manage an IT team consisting of support analysts a system administrator and an IT Manager.
• Manage all 3^rd party contracts and relationships.
• Manage the IT budget and strategic vision of the business.
• Drive innovation and change.
• Devise, establish and maintain all IT Policies and systems to support the needs of the business.
• Manage the entire IT infrastructure and software estate, across all offices.
• Work with the rest of the business and management team to identify and provide the support and technology solutions required for the smooth running of the business.

We have a great opportunity for an Office and Communications Manager in London. This role will suit a diligent, proactive professional looking to work in a creative environment. You will support the directors as well as manage the London studio.

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Our client is a London-based multidisciplinary practice providing master planning, architecture, interior, and landscape design services. Their studio culture is about collaboration, innovation, and enjoying what they do. They love to embrace new ideas, experiment with materials and design techniques, and explore the intersection of architecture and technology. Their office is international, with a creative and friendly team that loves to work together, brainstorm, and have fun.

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About you:

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We are seeking an experienced Office & Communications manager to join our client's team. You will be responsible for providing high-level administrative support to the management team, liaising with internal and external contacts, and managing general office administration.

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Your tasks may include:

• liaising and support for the design and management team between London and Dubai offices
• draft and proofread correspondence, reports, and other documents as required
• assist with the preparation of bid documentation, including RFPs, RFIs, and RFQs
• assist with the organisation of bid meetings, including scheduling, logistics, and documentation
• liaise with internal and external contacts, including clients, suppliers, and contractors
• write emails and letters at a professional level
• manage and organise the office filing system, including electronic and hard copy files
• assist with the preparation of project presentations and reports
• assist in updating the website, social media and blog schedule
• assist in composing communications and press material
• aid the management team in finding suitable candidates for recruitment
• help with general office administration, handling post, filing, scanning, and ordering supplies
• have basic IT knowledge and liaise with external IT consultants when necessary
• assist with the organisation of office events, such as client or project meetings, networking events, CPDs and staff events
• manage the schedules of the senior management team, including arranging appointments, meetings, and travel arrangements
• proactively keep the studio tidy and clutter-free, organising recycling of redundant samples and equipment
• administer marketing emails for wider mailouts and supplier emails that might be of interest to design teams

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This job will suit you if you have:

• strong organisational and time management skills
• excellent written and verbal communication skills in English
• rigorous attention to detail and ability to multitask
• experience and interest in social media
• ability to efficiently move from task to task quickly
• proven ability to work independently and handle confidential information
• basic knowledge of website management, social media, and marketing techniques
• capable of operating at a fast pace on many parallel and/or overlapping projects
• proficient in Microsoft Office and other office software
• ability to work independently and as part of a team
• high attention to detail and accuracy
• ability to maintain confidentiality and discretion

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Ideal skills and software:

• proficient in Microsoft Office
• good InDesign skills is ideal
• Microsoft Excel and efficient spreadsheet handling for scope of works and schedule work
• experience in social media is a plus

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